Accounts Receivable & Office Coordinator

What we need: 

Guardian Restoration is growing! We are expanding our business operations across the Midwest and are looking for a highly organized, resourceful, and proactive Accounts Receivable & Office Coordinator to help keep our teams running smoothly. This role is ideal for someone who thrives in a fast-paced environment, enjoys balancing people, process, and operational details, and takes pride in creating structure that helps the business scale.

As AR & Office Coordinator you will play a central role in supporting operations through effective accounts receivable management, collections, customer service, and administrative support. This role is responsible for ensuring timely collection of outstanding balances, delivering exceptional customer service, and assisting with day-to-day office coordination activities that help keep things running efficiently. You will work closely with local leaders and regional partners to ensure critical business processes are completed accurately, on time, and with a high level of care.

The ideal candidate is organized, detail-oriented, customer-focused, and comfortable balancing financial responsibilities with administrative and operational support. This is a great opportunity for someone who enjoys variety in their work, can shift priorities when needed, and wants to make a meaningful impact in a growing organization.

Key Responsibilities:

Accounts Receivable & Collections (50%)

• Monitor accounts receivable aging reports and follow up on outstanding customer balances.
• Contact customers regarding past-due invoices and secure payment commitments.
• Process customer payments and maintain accurate account records.
• Research and resolve billing discrepancies, payment issues, and account questions.
• Maintain detailed documentation of collection activities and customer communications.
• Collaborate with project managers and leadership to support collection efforts and account resolution.
• Assist with month-end reporting and accounts receivable reconciliation activities.

Customer Service (25%)

• Serve as a primary point of contact for customer billing and account inquiries.
• Answer incoming calls and direct inquiries appropriately.
• Assist with dispatch coordination and scheduling support for operational teams.
• Provide timely, professional communication to customers, vendors, and business partners.
• Assist customers with payment options, account information, and service-related questions.
• Help resolve customer concerns while maintaining a positive customer experience.

Office Coordination & Administrative Support (25%)

• Support daily office operations and administrative functions.
• Manage office supplies and coordinate facility-related needs.
• Support onboarding logistics for new employees and personnel administration processes.
• Manage payroll processing activities and help ensure payroll data is accurate, complete, and submitted on time.
• Coordinate employee timecard review and approval processes with managers through ADP.
• Assist with document management, filing, and record retention.
• Coordinate incoming and outgoing mail and package deliveries.
• Maintain organized electronic and physical records.
• Assist branch leadership with scheduling, meetings, and special projects as needed.
• Support fleet-related administrative tasks, assist with safety program coordination, and compliance and administrative reporting requirements.

Qualifications: 

• 3+ years of experience in accounts receivable/collections and office administration, customer service, or a related role.
• Experience supporting multiple business functions, such as payroll, employee administration, customer service, and compliance.
• Experience with accounting software, ERP systems, CRM platforms, or job management software; exposure to specifically Sage, Ramp, or Albi is a plus.
• Proficiency in Microsoft Office Suite, particularly Excel.
• Proven ability to organize, prioritize, and manage multiple tasks and competing deadlines in a fast-paced environment.
• Strong attention to detail and problem-solving skills, with the ability to identify issues, evaluate options, and implement effective solutions.
• Excellent verbal and written communication and interpersonal skills.
• Ability to work independently and manage competing priorities.

Skills that will make you successful in this role:

• Problem-solving, resourcefulness, and the ability to anticipate needs and remove administrative roadblocks.
• Continuous improvement mindset, with an eye toward making processes more efficient as the business grows.
• Adaptability and comfort navigating change in a growing, fast-paced business.

Preferred but not required:

• Experience in restoration, construction, property services, or related industries.
• Experience with accounting software, ERP systems, CRM platforms, or job management software.
• Familiarity with insurance-related billing and collections processes.
• Associate degree or equivalent work experience.

Our Core Values:

• Customer-First Mindset – Our customers are at the heart of our business. We strive to exceed their expectations and build lasting relationships.
• Do the Right Thing – Integrity is at the core of everything we do. We are committed to being ethical and trustworthy in every situation.
• Results Matter – We believe in delivering on our promises and driving outcomes that make a measurable difference.

Total Rewards:

• Health, Dental, and Vision Insurance
• 401K Plan with company match
• Paid Time Off

We are focused on becoming an “employer of choice” and are continuously looking at how to expand our Total Rewards offerings to best suit the needs of our employees.

Why Join Us?

At Guardian Restoration Partners, we are committed to empowering our employees with the resources and opportunities they need to excel. When you join our team, you’ll enjoy:

• Competitive Compensation: A comprehensive package that includes health, vision, dental, and retirement plans to support your financial and personal well-being.
• Work-Life Balance: Hybrid work options designed to provide flexibility while fostering collaboration and connection with your team.
• Collaborative Culture: Be part of a mission-driven team that values innovation, teamwork, and meaningful impact.
• Professional Growth: Thrive in an entrepreneurial environment where you’ll take on diverse challenges, gain hands-on experience, and have opportunities to shape your role as the company grows.

You’ll contribute to a dynamic team where your expertise will make a tangible difference in our success. We offer a supportive environment that fosters collaboration, innovation, and a strong commitment to your personal and professional development.

Compensation:

Guardian is committed to fair and equitable compensation practices. For this position, the base salary pay range is $55,000 - $65,000. Actual compensation will depend upon an individual’s skills, experience, qualifications, location, and other relevant factors. The salary range is subject to change and may be modified at any time.

Location: This is a hybrid role. We're looking for individuals willing to commute to the Schaumburg, IL area. 

Application Deadline

The anticipated application deadline is June 30, 2026, though that date may change depending on the volume of qualified resumes we receive by that time.

Ready to Apply?

If you are motivated by meaningful work and want to be part of a growing organization that values results, integrity, and continuous improvement, we would love to hear from you. Apply today and join a team that supports your professional growth and makes a real impact.